PRODUCTION PLANNER & ADMIN in Norfolk, Virginia at Lyon Shipyard & Fabrication LLC

Position Summary

The Production Material Planner / Administrative Administrator is responsible for supporting production operations for both Government and Commercial vessel projects. This position plays a key role in coordinating material needs, tracking project-related paperwork, supporting Project Managers with documentation and finance sheets, monitoring rental equipment, and providing direct administrative support to the Director of Production.

This role requires strong organization, attention to detail, communication, and follow-through to ensure production teams, Project Managers, and leadership have accurate information needed to keep jobs moving efficiently.

Reports To

Director of Production

Position Expectations

The Production Material Planner / Administrative Administrator is expected to be proactive, detail-oriented, and dependable. This position must help ensure that material needs, project paperwork, finance sheets, rental equipment, and production support items are properly tracked and communicated. The success of this role depends on organization, follow-through, and the ability to support both Project Managers and the Director of Production in keeping Government and Commercial vessel projects moving efficiently.

Key Responsibilities:

Production and Material Planning

· Coordinate and track material requirements for Government and Commercial vessel projects.

· Assist with identifying material needs based on project schedules, work items, and production priorities.

· Track ordered, received, staged, and outstanding materials for active jobs.

· Communicate material status updates to Project Managers, Superintendents, Shop Supervisors, and the Director of Production.

· Help ensure required materials are available before scheduled production work begins.

· Assist with resolving material delays, shortages, substitutions, or priority changes.

· Maintain organized records of material requests, purchase needs, delivery dates, and job-specific material tracking.

Project Manager Support

· Assist Project Managers with maintaining accurate project paperwork.

· Review and help verify project documentation, finance sheets, cost tracking forms, and job-related records.

· Help ensure labor, material, rental, subcontractor, and other project costs are properly documented.

· Assist with preparing, organizing, and updating project folders, reports, and administrative records.

· Help Project Managers identify missing, incomplete, or incorrect paperwork before it creates billing, scheduling, or production issues.

· Support project closeout documentation as needed.

Rental Equipment Tracking

· Track rental equipment assigned to active Government and Commercial vessel projects.

· Maintain records of rental start dates, expected return dates, job assignment, responsible Project Manager, and current status.

· Monitor rental equipment usage to help prevent unnecessary costs from equipment remaining on rent longer than needed.

· Communicate with Project Managers regarding equipment that needs to be returned, extended, transferred, or confirmed.

· Assist with reconciling rental invoices against job usage and rental records.

· Provide regular rental equipment updates to the Director of Production.

Administrative Support to Director of Production

· Serve as a direct administrative assistant to the Director of Production.

· Help organize production-related information, reports, schedules, paperwork, and follow-up items.

· Assist with gathering updates from Project Managers, Superintendents, and Shop Supervisors.

· Track assigned action items and follow up to ensure completion.

· Help prepare production reports, meeting notes, project updates, and internal communications.

· Support daily production coordination by helping ensure accurate information is available to leadership.

· Assist with special projects, process improvements, and administrative tasks as assigned.

Documentation and Communication

· Maintain organized and accurate records for materials, rentals, project paperwork, and production support items.

· Communicate professionally with internal departments, vendors, Project Managers, Superintendents, Shop Supervisors, and leadership.

· Help ensure information is accurate, timely, and properly documented.

· Follow up on open items and communicate delays, concerns, or missing information.

· Maintain confidentiality when handling project, financial, customer, or company information.

Required Skills and Qualifications

· Strong organizational skills and attention to detail.

· Ability to manage multiple projects, tasks, and priorities at the same time.

· Strong written and verbal communication skills.

· Ability to follow up consistently and hold information, paperwork, and tracking items accountable.

· Basic understanding of project paperwork, cost tracking, purchase requests, invoices, or finance sheets preferred.

· Experience in shipyard, marine repair, industrial, construction, manufacturing, or production environments preferred.

· Ability to work closely with Project Managers, production leadership, and trade supervision.

· Proficient with Microsoft Office, including Excel, Word, and Outlook.

· Ability to learn company systems, tracking logs, and project documentation processes.

· Must be dependable, professional, and able to work in a fast-paced production environment.

Preferred Experience

· Prior administrative, material planning, project coordination, purchasing support, or production support experience.

· Experience supporting Government and/or Commercial vessel repair projects.

· Familiarity with material tracking, rental equipment tracking, job costing, invoices, and project documentation.

· Experience working with Project Managers, Superintendents, or production leadership.

Work Environment

This position will operate in an office and shipyard/production environment. The employee may be required to communicate with personnel in shops, on vessels, at docks, and throughout the yard. The role requires the ability to work around active production schedules, changing priorities, and time-sensitive project needs.

This document is intended to describe the general content and identify essential functions and requirements to perform this job. It is not an exhaustive statement of duties, responsibilities, or requirements. LS&F complies with all laws pertaining to accommodation of disabled individuals and considers reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential job functions. This document does not represent a contract of employment, and LS&F reserves the right to modify or change this description and/or assign tasks deemed appropriate.